Data Visualizer

Data Visualizer provides an overview of the documents in your database by summarizing their characteristics visually. With Data Visualizer, you can explore documents at a glance without the need to review individual documents or predetermine a search. This is particularly useful in the context of early case assessment.
Data Visualizer is a flexible tool that can be applied to a variety of exploratory search use cases. You can visualize all of your project’s documents by clicking the All Documents card on the homepage, followed by Visualize in the results table.
You can also search by a particular term, such as Custodian, and then visualize various properties within that search. Or, you can visualize data based on ratings, codes, or predicted relevance values derived from a predictive coding model.

Data Visualizer is a flexible tool that can be applied to a variety of exploratory search use cases. You can visualize all of your project’s documents by clicking the All Documents card on the homepage, followed by Visualize in the results table.

You could also search by a particular term, such as Custodian, then visualize various properties within that search. Or, you could visualize data based on ratings, codes, or predicted relevance values derived from a predictive coding model.

 

How to Access Data Visualizer

Data Visualizer is accessible to every user. You can begin visualizing data from the search page, or from the results table of any set of documents. Please note that Data Visualizer always uses up-to-date documents, even if your results table has not been refreshed. To access Data Visualizer from the search page, click "Open Data Visualizer."

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In the results table toolbar, click the Visualize icon to enter Data Visualizer.

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Finally, you can navigate to specific pages of data visualizer via the column sort of some results table properties. In the results table, click the caret icon of the column you’d like to view in data visualizer. Select Visualize. This will bring you to the corresponding section of data visualizer. Note that this option does not appear for all sorting dropdown menus. There are some columns that are not included in data visualizer (such as num pages, billable size, etc).

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Applying Filters to Data Visualizer

In Data Visualizer, various document and review categories are displayed on the left side panel. You can filter by any of the following properties.

 

Dates

People

Document

Review

Prediction

Date

Custodian

Bates Prefix

Rating

Rating

Date Created

Author

Doc Type

Codes

Custom models

Date Modified

From

File Path

Binders

 

Date Accessed

To

Application

   

Date Sent

Cc

Has Format

   

Date Received

Bcc

Subject

   
   

Title

   



To use Data Visualizer, select a property within a certain category (like a date range, or particular custodian, for example). Then, apply the filter by clicking "Add Filters." After the filter is applied, all resulting graphs will adjust to display the filtered data. You can remove filters from the top of the screen once they are applied by clicking the red x.
 
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Filter by date 

The “Dates” section allows you to filter your documents by a date range. Your document’s metadata will dictate which Date field you should use. In other words, although all date options are available in the panel, only certain fields may be captured in the metadata.

To use the date selection tool, zoom into a particular date range by using the chart at the bottom. To select a range to zoom into, click and drag. The range selected in the bottom chart will be reflected in the main chart. You can also move your selection by dragging it. You can resize your selection by clicking and dragging either end.

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Then, you can select the filter you’d like to add by clicking and dragging a range in the top main chart. In the example above, dates between 2001-2002 were selected in the bottom chart. Then, between the years 2001-2002, the dates of February 2, 2017 - 6/21/2017 were selected to add as a filter.

To apply a date range filter to your search, click “add filter”. If you do not add the filter and move away from the page, a dialog box will appear asking if you’d like to continue without the filters, or go back to apply them.

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After you apply a filter, all resulting visualizations will be displayed with the filter(s) applied. For example, we can now view the breakdown of fields like subject line, author, and doc type within our given date range. You can start by filtering any category, not just date, and visualize all subsequent categories with that filter applied. Your applied filters will be shown at the top of the page and can be removed by clicking the red x.

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Filter by non-numerical categories

The remaining categories (which includes everything except date and prediction) are shown as horizontal bar charts. To select a property to apply as a filter, click the bar. The color will change to indicate selection. You can deselect by clicking again.

You can view more results by clicking the blue arrow at the bottom of the chart. Data Visualizer will display up to 60 of the most popular results for each respective property. If you are looking for a property that is not displayed, you should run a search with that term applied, then go to the Data Visualizer directly from the search page.

Each selected property will be displayed in the Graph Selections box. Again, you need to click “add filters” to apply them to your visualization.

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To save your visualization with filters applied, click “Close Data Visualizer” in the top-right of the page. A dialog box will appear. Click “Add filters” to create a new search card on the homepage with your Data Visualizer filters applied.  

If you click “Discard filters,” all filters will be removed and cannot be recovered from the homepage.

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Filter by file path

Watch a video here:

You can use Data Visualizer to explore the file structure of documents. To do so, choose File Path under the Document section of Data Visualizer.

The first view you will see is the top level of the documents’ file structure. If there are multiple custodians in your search, you will see the list of custodians in this top level view.

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If the documents in your search do not fall under multiple custodians, your visualization will start at the highest level of the file structure with multiple directories.

From here, it’s possible to either filter by custodian, or drill down deeper into a given custodian. To filter by custodian, simply click the bar of the custodian, or custodians, that you would like to filter your documents by. Then, click Add Filters. This will change the visualization to show hits only for those custodians.

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To drill down deeper and see the folders and documents associated with one of these custodians, click the custodian’s name in blue.

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The visualization will display any datasets assigned to the custodian, assuming no additionally restrictive search or filter criteria. For natively uploaded documents, the name of the dataset will be displayed. For processed documents, “(No dataset)” will be displayed.

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To see the underlying folders and documents in a dataset, click its name in blue. Datasets may have underlying container files, loose documents, or both. The visualization below shows both folders and loose documents in James Smith’s native dataset “Original Native Dataset (keep).”

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To go deeper into your documents’ file structure, continue clicking on its subdirectories. To return to your previous location, click the Back arrow. To go to a higher level in the file structure, simply click the Up arrow, or click the name of the desired directory in the file path to the right of the arrows.

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When filtering your visualization, you may notice a banner appear at the top of the visualization saying that the current visualization only includes the paths of documents that match your search and filter criteria.

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This means that, due to your search and filter criteria, not all directories that exist at the current level are being displayed. In the above example, the visualization has been filtered to show file paths under three custodians, despite there being file paths under more custodians that exist in the project. The warning is noting that there are other paths that exist at this (custodian) level in the project, but they are not currently being displayed because the applied search and filter criteria have excluded them from the visualization. Clicking “View all X paths in directory” will open a visualization that is drilled down to the same file path level, but includes all possible hits in the project.

To filter by multiple, separate paths, select the filters for all desired paths before adding the filters to your visualization. For example, let’s say you want to see all documents that are either in Adam Jones’ dataset called “Dataset 21305” or in Bill Bryant’s dataset called “Original Native Dataset (keep).” To begin, locate the Adam Jones’ dataset and click the purple bar, but don’t click Add Filter yet.

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Next, locate Bill Bryant’s dataset. Click the bar on that dataset, and then click Add Filter to filter your visualization to both file paths.

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If you navigate to the “(Top)” level of your file path visualization, only the two selected custodians will be visible. Additionally, if you drill into either one of those custodians, only the selected dataset will be visible. To see which file paths your visualization is displaying, hover over the breadcrumbs at the top of your visualization.

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Data Visualizer will override any previous file path filters that conflict with newly selected filters. For example, let’s say you have applied a filter to limit your visualization to one custodian, Adam Jones.

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Then, you decide to apply a filter to limit your visualization to a particular dataset under Adam Jones. A popup will warn you that these two filters are in conflict, and if you apply the newly selected filter, the previous one will be deleted. This is because the previous filter, which displayed all documents under Adam Jones, is incompatible with a filter which limits your visualization to a specific dataset under Adam Jones. To add the new, more restrictive filter, click Continue and then Add Filter.
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Exporting Data Visualizer Results

To export a report of your Data Visualizer results, click Export in the top right corner of your visualization. This will export hit counts for all properties currently visualized, limited by applied search and filter criteria. For example, let’s say you export the following visualization, which displays the ratings of documents coded Responsive:

 

 

 

When interpreting the export, it is important to note that the counts are limited by the criteria Coded: Responsive. In other words, it would be inaccurate to say that 324 documents in the project are rated Hot. Rather, of all documents coded Responsive, 324 of them are rated Hot.

Accessing and Editing Data Visualizer Results

Data visualizations are saved as searches under the “Searches” header of the homepage. You can share a result of a data visualization in the same way that you would a search. For more information on sharing cards from the homepage, please read this article

There are a few ways to return to a visualization and add more filters.

1) After creating a visualization, close Data Visualizer select “refine” to return to the search page. Your filters from the Data Visualizer are now applied as search terms. You can add other search terms, and save new searches as you normally would by clicking “Begin Review”. Note that when clicking Begin Review after refining your visualization, the resulting search terms are saved and cannot be edited when you go back into data visualizer.

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2) Applying filters will take you to the results table, where you can return back to Data Visualizer by clicking Visualize again. By doing so, your most recently applied filters can be added or removed at the top of the page. This means that if you close Data Visualizer and discard filters, all filters (including the ones you most recently applied in the last session) will be removed.

3) If you’d like to be able to save your previously applied filters so that they cannot be discarded, and thus avoid the situation above, you should access your visualization directly from the homepage. After applying filters, go back to the homepage. Click on the respective search card generated from your visualization, then click visualize in the results table. You'll notice that instead of editable filters, your previous filters are displayed as part of the search criteria.

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